Q & A Document

October 2024

We understand that members may have questions about the recent changes and developments at BCCPAC. To provide further clarity, we’ve compiled a Q&A document that addresses key topics.

Why are there so many board vacancies?

We currently have five vacancies on the Board. To clarify, one position was vacant following the AGM, and the Treasurer resigned at the beginning of June. Three additional Board members stepped down more recently.

While we cannot speak to the personal reasons for a director’s resignation, we acknowledge that there have been some interpersonal challenges on the Board. In addition to seeking the assistance of a mediator to help resolve these issues, in accordance with BCCPAC policy, certain confidential investigations were undertaken to address specific incidents. Although our policy requires that these investigations be kept confidential, the investigator has made a number of recommendations which are not specific to the individuals concerned, and which will be influencing the Board’s practices. We look forward to providing a more fulsome update on these Board initiatives in the near future.

Our priority is to continue moving forward in the best interest of our members and to ensure that our organization remains strong and focused on our mission. As further described below, we will be conducting a by-election to address the current vacancies.

What happened with the Election Forum Working Group?

A working group was formed to plan an all-candidates forum for the provincial election. A motion was brought forward from the group to the Board at the September 11th Board meeting as follows:

“That BCCPAC provide a budget of up to a maximum of $8000 for the Election Forum Working Group to secure a venue and tech in order to provide in the first week of October a public education advocacy forum.”

The motion passed with a majority vote. There was initial confusion regarding the outcome due to a misunderstanding by one of our Board members about the voting process. We regret that this led to incorrect information being shared. With the passing of the motion, the next steps would have involved forming an ad hoc committee and establishing terms of reference.

What steps are being taken to implement the resolutions from the AGM for greater transparency?

We also want to take this opportunity to address requests for transparency, which have been expressed by members and brought to the AGM by resolution.

1. Board Meeting Minutes:

The Board is in the process of formulating a policy on sharing the minutes of Board meetings. Some minutes have already been published on the website in the interim as approved by Board motion. Please see below:

https://bccpac.bc.ca/index.php/about-us/board-agendas-minutes

The minutes reflect the matters that were discussed, as well as the outcome of any resolutions that were voted on at that meeting. Please note that any privileged or confidential information, including matters discussed in-camera, are not reflected in these minutes.

What is the process for approving agendas and minutes during Board meetings?

Under our current process, a draft agenda is circulated to Board members prior to the meeting. At the start of the meeting, a motion is made to approve the agenda. This is an opportunity for members to suggest amendments. Once any changes are made, or if no changes are needed, a motion is carried to approve the final version.

Similarly, draft minutes from the previous meeting are presented at the following Board meeting. A motion is made to approve these minutes, at which point they may also be amended if necessary to ensure that they accurately reflect the prior meeting. The final, approved versions of both the agenda and minutes are considered the official records.

Can minutes or agendas be altered?

Any changes made to the draft agenda or minutes are part of the standard process governed by both the BC Societies Act and Robert's Rules of Order.

Once the Board formally approves the agenda or minutes by motion, the documents become the official records. Any edits made before this approval are part of the normal review process, not improper alterations.

Relevant Section from the BC Societies Act:

Under Section 20(1) of the BC Societies Act, a society must keep minutes of its meetings, including minutes of each meeting of the Directors.

Relevant Guidance from Robert’s Rules of Order:

According to Robert's Rules of Order, the draft minutes must be reviewed and approved at the next regular meeting, and any corrections or amendments can be made before the final approval by motion. Once approved, the minutes cannot be changed.

2. Policy Book Publication:

The recommendation from the consultant we engaged over the summer was to do a full update of our policy book. Meanwhile, policies that are relevant to current processes will be shared as is already the practice. For example, relevant policies around elections will be shared in communications and on the website so that candidates and members are aware of what will govern the by-election.

3. Open Meetings:

A resolution was passed at the 2024 AGM for the Board to consider suspending current meeting rules to facilitate a trial period wherein certain meetings of the Board and Board committees are open to PAC and DPAC executives of the BCCPAC membership as observers. The Board is in the process of formulating a policy on how these open meetings could be conducted.

4. Other ways to increase transparency and engagement:

We will continue to provide regular communications and are working on processes to allow us to engage in more direct communication with member PACs and DPACs. The Board also plans to seek member feedback through surveys and direct consultation to inform strategic planning,

What’s happening with committees and volunteers?

We are excited to share that the Board has been working for close to a year on updating our committee structure and volunteer application/onboarding processes to improve things for both our members and the organization moving forward. As per our current process, Board committees have been re-set for 2024-25. New processes will begin to be implemented going forward.

In the meantime, you can still express your interest in volunteering by filling out our current Volunteer Registration Form. We’ll ensure we reach out as roles need to be filled, and you may even have the opportunity to help us work through and provide feedback on some of the new onboarding processes as they become available to be implemented. Thank you for your continued dedication and support as we work together to strengthen our organization.

Why wasn’t the Treasurer position filled?

We appreciate the opportunity to clarify the recent Board decision regarding the Treasurer position.

The Board has acknowledged that there was a procedural error in conducting a by-election for this position, as the bylaws do not support this approach in the circumstance of only 2 vacancies on the Board. Under our Bylaws, a by-election is only conducted if there are 3 or more Board vacancies. The bylaws read as follows:

VACANCY IN BOARD OF DIRECTORS 5.17

(a) When a vacancy on the Board occurs for any reason, the remaining Board members may appoint a person to fill the vacancy, as a voting member of the Board. That person must be nominated by a Parent Advisory Council or District Parent Advisory Council in good standing. The term of the Board member so appointed will end at the next scheduled Annual General meeting.

(b) If three or more vacancies in the Board arise at the same time more than 150 days before the annual general meeting, the remaining Board members shall call for a by-election to fill the vacancies. The by-election shall be conducted by a special mail out (electronic or regular post or any combination of the two) to all voting members calling for nominations, followed by voting by electronic ballot in a timely manner to be determined by the Board.

In ongoing commitment to ensuring adherence to our bylaws and policies, and improving our governance practices, the Board felt it was in the best interests of the organization not to proceed with the appointment at this time.

The Board recognizes the importance of filling this role and the other vacancies on the Board, and is actively working on ensuring that the next steps are in line with these standards and meet the requirements in our bylaws.

What is the status of the by-election?

There are currently 5 vacancies on the Board of Directors. As such, and in accordance with our bylaws, the Board must hold a by-election. The relevant section of our bylaws (5.17(b)) states:

“If three or more vacancies in the Board arise at the same time more than 150 days before the annual general meeting, the remaining Board members shall call for a by-election to fill the vacancies. The by-election shall be conducted by a special mail out (electronic or regular post or any combination of the two) to all voting members calling for nominations, followed by voting by electronic ballot in a timely manner to be determined by the Board.”

We are pleased to announce that Gillian Burnett has been appointed as Chief Returning Officer (CRO). The nominations committee is currently engaged in reviewing all policies to ensure everything is up-to-date and in accordance with best practices. The committee will make recommendations on these matters to the Board, and we will share all information about the by-election process with our membership as soon as possible. We are committed to a transparent process in alignment with our bylaws and policies and appreciate your patience as we undertake this important work.

We hope you will consider nominating someone who brings a strong commitment to effective governance and shares our dedication to advancing the organization’s vision, mission, and guiding principles, helping us build a stronger future together.

Will BCCPAC be hosting a DPAC Summit in November?

After carefully considering member feedback and the advice of the consultant we engaged over the summer to assist with our governance processes, the Board has decided to hold a virtual membership summit on November 30th in place of the in-person DPAC Summit. This is intended to make the event more accessible to all members, from across the province. This is important because the focus will be on gathering meaningful feedback around some of BCCPAC’s processes, and to help shape the BCCPAC strategic plan. We value the input of all our members and look forward to your participation in this important event.

 Why become a member of BCCPAC?

As we begin a new membership year starting September 1, we want to thank you for being part of our community and to share some of the recent developments within our board. Becoming a member of BCCPAC means joining a collective voice for parents across BC, advocating for positive changes in public education. We are committed to ensuring that our work reflects our shared values, and as a member, you gain access to a network of resources, training, and support to strengthen your role in your school community. Together, we’re excited about the journey ahead as we continue building a stronger, more inclusive organization.

What Does BCCPAC Do On Behalf Of Members?

Since 2023, the Board, supported by a 20-hour-a-week Executive Director in addition to the full-time Executive Assistant and half-time Office Clerk, has taken important steps towards strategic planning, including goal setting based on Board review and member resolutions and feedback over the years. Our focus areas include:

• Improving processes, communication, and access to resources for members.
• Advancing equity, diversity, and inclusion in public education.
• Building stronger partnerships with government and other stakeholders.
• Securing a guaranteed fixed revenue stream for future sustainability.

Our ongoing strategic planning will continue with feedback from members and partners to refine these goals to apply to our work over the next three years.

Progress We’ve Achieved

From increasing visibility and strengthening partner connections to focusing on equity and reviewing our processes, here are some recent examples of progress in our work:

• Cultural Awareness: The Board implemented the practice of sharing the delivery of the land acknowledgment at Board meetings between all Board members, so that we are all learning and sharing about the First Nations lands we reside on around the province. In addition, we have incorporated cultural learning opportunities into our in-person events for members.
• Advocacy Project: We began implementing the Advocacy Project, based on a member resolution from 2023.
• Improved Communication: We launched a monthly newsletter to enhance communication with members.
• Process Review: We had an external volunteer project manager conduct a review of our processes, leading to several recommendations.
• Consultant Engagement: We engaged a consultant to provide commentary and recommendations to improve the working effectiveness of the BCCPAC Board of Directors.

Key Work and Projects

Here’s a look at some of our ongoing work and projects:

• We are grateful to have just recently signed a Shared Cost Agreement with the Ministry of Education and Child Care confirming funding to support the development of a communication and engagement strategy to promote parent involvement in anti-racism initiatives at school.
• The BCCPAC Advocacy Project led by Susan Wilson will provide training and resources for District PACs to run advocacy programs with volunteers in their District.
• External Committee Work: Board members regularly engage with government and partner organizations on external committees such as IEP guidelines, mental health guides, SOGI Collaborative, career pathways, and more.
• Fall Summit and Spring Conference: Key membership events with updates from the Ministry of Education, training and workshops for parent leaders, and roundtable discussions on pressing topics.
• Town Halls and Workshops: Regular provincial workshops and town halls scheduled throughout the year, offering members opportunities to discuss important issues and receive training in governance, advocacy and other areas of leadership.
• We provide and continue to update and develop resources for parents, PACs and DPACs available on our website.

How Can Members Get Involved?

We are proud of the work BCCPAC continues to do in advocating for public education, equity, and the support of parents and students across the province, and we encourage members to get involved by:

• Joining the Board of Directors: Help shape the future of public education advocacy in BC.
• Volunteering on Committees: Committees play a vital role in guiding BCCPAC's advocacy and initiatives. Updated committee and volunteer processes will ensure meaningful contributions.

Volunteers are the backbone of our organization, and we look forward to engaging with both seasoned advocates and new members. As we roll out these changes, we’re excited to improve the volunteer experience and create more rewarding opportunities for all.

Balancing Work and Priorities

We recognize that there is a significant amount of work ahead. Even with the dedication of our amazing volunteers, we simply don’t have the capacity to address everything at once. This is why the strategic plan is so critical—it helps us prioritize actions based on what will have the most significant impact and aligns with our long-term goals. Through this process, we can ensure that we focus our resources and efforts where they are needed most.

Throughout the year, we will continue to share updates on our progress as a Board, along with more information, resources, and opportunities for you to get involved. Thank you for being part of this journey with us.